W07 | Tracking Time and Cost on Work Orders (MCUI)
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W07 | Tracking Time and Cost on Work Orders (MCUI)
- 1. MC University W07|Tracking Time and Costs on Work Orders
- 2. MC University Agenda Labor Report Costs Tab Defined Estimated vs. Actual Labor Estimated vs. Actual Parts Other Costs and Tools Converting Estimates to Actuals
- 3. MC University Labor Report Labor Report Overview Labor Report Complete / Close
- 4. MC University Labor Report Overview Records notes and activity on Work Order Ongoing note (continuous) Often completed during Complete / Close
- 5. MC University Labor Report Overview (cont’d) Add / edit Labor Report options from Tasks tab: • Type directly into field • Edit button • Actions Lookup for consistency Failure Analysis and Follow-up Work data also available
- 6. MC University Labor Report Complete / Close Complete / Close process typically requires Technician to fill in Labor Report Functionality is similar
- 7. MC University Costs Tab Defined What are Work Order Costs? Estimates vs. Actuals Overview
- 8. MC University What are Work Order Costs? Costs can be associated with Labor, Parts, and Other Costs Costs added from: • Procedure (Estimates) • Costs tab (Manually) • Complete / Close (Manually)
- 9. MC University Estimates vs. Actuals Overview Estimates are pre-determined: • Not completed or used • Can be turned into Actuals Actuals have already occurred or been used: • Real cost of Work and Parts
- 10. MC University Interactive Example 1 Let’s practice the skill you just learned! Check out the following interactive example, located under the MCU course slides: • W07 – Adding, Editing and Accessing the Labor Report
- 11. MC University Estimated vs. Actual Labor Labor Fields and Columns Adding Labor
- 12. MC University Labor Fields and Columns Estimated Labor fields and columns: • Selection Checkbox for removing entries • Labor description field (Craft or Labor Name)
- 13. MC University Labor Fields and Columns (cont’d) • Estimated hours (estimated work to complete) • Cost based on estimated hours and Labor rate
- 14. MC University Labor Fields and Columns (cont’d) • Charge rate defined for individual or craft (subject to designated markup)
- 15. MC University Labor Fields and Columns (cont’d) Actual Labor fields and columns: • Selection Checkbox for removing entries • Labor description field (Craft or Labor Name) • Reg, OT, and Other Hours expended by Labor
- 16. MC University Labor Fields and Columns (cont’d) • Work Date when work was completed • Cost based on actual hours and Labor rate • Charge rate defined for individual or craft (subject to designated markup)
- 17. MC University Labor Fields and Columns (cont’d) Last row of Estimated and Actual Labor includes: • Total Hours • Total Costs • Total Charges
- 18. MC University Adding Labor Actual Labor must be manually created (or converted from estimate) Use Add button to open Labor Module Lookup Craft, Employee or Contractor selections
- 19. MC University Adding Labor (cont’d) Labor Actuals fields: • Reg, OT or Other Hours • Date • Time In and Time Out • Assignments for this Labor complete • Comments
- 20. MC University Adding Labor (cont’d) Labor Estimates and Actual Fields: • Account and Category • Auto-Calc Cost? and Auto-Calc Charge?
- 21. MC University Adding Labor (cont’d) Example of Estimated Labor:
- 22. MC University Adding Labor (cont’d) Example of Actual Labor:
- 23. MC University Estimated vs. Actual Parts Parts Overview Adding Parts
- 24. MC University Parts Overview Estimated Parts: • Typically populated from Procedure • Creates a “reserve” quantity Three types of items for estimated Parts costs: • Stocked • Direct Issue • Out of Pocket
- 25. MC University Parts Overview (cont’d) Actual Parts: • Adjustments are made to Inventory levels • Can be used to “rotate” Assets • If estimates are defined, actual cost records will be created
- 26. MC University Parts Overview (cont’d) Three types of items for actual Part costs: • Stocked • Direct Issue • Out of Pocket
- 27. MC University Adding Parts Inventory Module lookup is utilized to select Parts Filters available to specify what type of Item for selection
- 28. MC University Adding Parts (cont’d) Inventory Items Popup: • Actual Qty • Account and Category • Other Cost, Cost, and Charge • Auto-Calc Cost and Charge
- 29. MC University Adding Parts (cont’d) Rotating Assets: • Last 5 fields of Inventory Popup • Business process specific!
- 30. MC University Adding Parts (cont’d) Estimated Example:
- 31. MC University Adding Parts (cont’d) Actual Example:
- 32. MC University Interactive Example 2 Let’s practice the skill you just learned! Check out the following interactive example, located under the MCU course slides: • W07 – Adding Estimated and Actual Costs
- 33. MC University Other Costs and Tools Other Costs Overview Tools Overview
- 34. MC University Other Costs Overview All costs that are considered miscellaneous / not associated with Inventory Estimates can be converted (same as Labor and Parts)
- 35. MC University Other Costs Overview (cont’d) Estimates Example:
- 36. MC University Other Costs Overview (cont’d) Actuals Example:
- 37. MC University Tools Overview Tools that are needed to complete the set of tasks (Procedure) Borrowed not purchased
- 38. MC University Tools Overview (cont’d) Example of adding Estimates:
- 39. MC University Converting Estimates to Actuals Complete / Close Dialog Options Convert Labor and Parts Estimates
- 40. MC University Complete / Close Dialog Options Convert estimates to actuals via the Complete / Close Dialog Allows Techs to easily set actual costs and update inventory levels
- 41. MC University Complete / Close Dialog Options (cont’d) Complete / Close Dialog includes section to enter additional Labor, Parts, and Other Costs
- 42. MC University Convert Labor and Parts Estimates Quick mechanism to convert existing Estimates or Assignments to Actuals Resets records created on the Actuals page and creates new records
- 43. MC University Interactive Example 3 Let’s practice the skill you just learned! Check out the following interactive example, located under the MCU course slides: • W07 – Converting Estimates to Actuals
Notas del editor
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- Bullet 1: The Other Cost Actuals have additional field options available, however many of the fields are similar. The Name, Description, Company, Labor, Account and Category, Actual Cost, Markup, and Charge all function the same as the Estimates. However there are also fields for Invoice #, which allows the Technician to apply a specific Invoice to the record, as well as “Other 1 / 2” fields for any other information that needs to be included. The Comments section allows the Technician to include any important notes or information that pertains to the new Other Cost record.
- Bullet 1: Tools that are added as estimates to the Work Order are tools that are needed to complete the Work Order. These Tools are created in the Tools Module of Maintenance Connection, and are not considered Inventory Items as they typically do not come at any cost. This feature is typically only intended to be used if you have Tools listed in the Tools module – otherwise, it does not relate to anything. Bullet 2: These Tools are considered “borrowed” when they are added to a Work Order (used and returned), rather than purchased – so there is no cost record. Note: Tool quantity records will NOT update automatically and must be manually updated. For example, if a Tool is added to a Work Order, then the user must go in and manually update the Quantity on Hand to change the Available count.
- Bullet 1: To add a Tool to the Tools (Estimates) simply click on the “Add” button, and select the Tool from the Tool Module Lookup. Once selected, the record will be added to the Work Order. To change the Issued Quantity to the correct amount, simply go to the Tool record in the Tools Module, and select the “Locations” tab. From here, you can edit the “Issued” to reflect that one of the Tools is in use, and the Available will auto-calculate based on the data entered. The Last Counted field is also important to ensure that the counts are kept up-to-date and accurate.
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- Bullet 1: The powerful feature to convert estimates records (both Labor and Materials) is accessible from the Work Order Complete / Close Dialog. These are considered “Actions”, and the Indicators for these Actions are located under the Actions header. Bullet 2: This functionality allows Technicians to track their Actual costs and update Inventory levels quickly and efficiently – without having to create manual entries for their costs. It is important to note that this feature should only be used if the estimates are = to the actuals, otherwise the data will be incorrect.
- Bullet 1: The Work Order Complete / Close also has an additional section that can be shown (turn on via preferences) to add Labor, Materials, and Other Costs. This gives the Technician flexibility to add new records on the fly from the Complete / Close.
- Bullet 1: The option to convert estimated or assigned labor to actual labor provides a quick mechanism to convert existing estimates or assignments to actual labor, allowing you to keep track of actual labor costs. The same process takes place for setting Materials / Other Cost estimates to Actuals. Bullet 1 Note: The options for Labor are simply alternatives. You cannot set actual labor hours to both estimated and assigned labor. You must choose which current records (assignments or estimates) most accurately reflect the actual labor performed. Bullet 2: It is important to understand that these options reset any records created on the Actuals Page. The conversion options create new “actual cost” records based on the information stored in the estimates or assignments, resulting in the deletion of any manually entered records. As such, to ensure that no important data is lost, you should not use these conversion options if you are using the Actuals Page to enter actual labor hours / costs or Materials actuals.